Town Hall Meeting Actions 22 January 2025

People news​

New GS Director – Clare Warren.​

Helen Howard – new Senior Manager for Researcher Career Development​

Who's who in Postgraduate Research at the OU | Graduate School Network or https://shorturl.at/fyCXB

Questions sent in advance – STEM

Question 1 - “I had an unpleasant experience on an Arriva bus recently, where I was almost refused a student discount on my bus ticket because my student card did not have a date on it. I argued (politely) with the driver and was told that according to Arriva rules only student cards with dates on them are valid to get a discount on their tickets. My question is, given that the OU is the only university in MK and that Arriva is the only company that operates buses that arrive to the OU or close to the OU, can something be done to address this issue, so that PGRs can continue getting discount that we are entitled to as students?”

Answer from Lorraine Skinner, Estates:​

Arriva requires expiry dates to accept student ID​ - the current suggestion is that PGRS get a Totum card which is accepted as standard proof of student status: https://totum.com/

Action: Ellie Milnes-Smith working to improve ID badges.

Action: Emily Yossarian to remind PGRs about free ways of proving student status as per Fees, funding and cost of living | Graduate School Network

Question 2 - Is it possible to work full-time in the time between submission and viva outcome, as that is considered out of term-time? I found this information on the University of Cambridge’s website, but couldn’t find anything similar on OU’s website: Working and studying | International Students

Research Degrees Regulations RD 8.6 state that: “Full-time students must declare any paid work they undertake to their supervisors and the Research Degrees Team, or the Affiliated Research Centre Research Degrees Coordinator if registered through an Affiliated Research Centre. Where a student, regardless of mode of study is funded they must comply with the terms and conditions of their offer letter. Any work undertaken must not lead to a failure to comply with the requirement of regulation RD 8.4 nor impact on their ability to complete the research degree. Any requests for paid work over six hours per week must be considered by the Progress Board.”

Each case does need to be looked at individually by Progress Board as there is no set answer that covers all scenarios/circumstances.  If for example, a student is here on a visa they are limited on working hours by UKVI, not The OU.  It is recommended that the student puts a request through to RDT to enable us to look at the individual circumstances.  If the student is on the Student Route visa, there is still a 20 hour limit. 

Clare advised that PGRS may be permitted to go from 6 to 20 hours hopefully, if approved by Research Degrees Committee.

Action: Clare Warren/Sue Etchells will check the guidance on what hours International students may take on paid work at each stage.

Questions sent in advance: Part-time

Question 1 - Some part time, fully remote students would like to know why they need to complete the health and safety training that relates to the workplace. Some are saying that they have completed it, and actions are required, but nothing can be done as they all relate to working from home and therefore the OU can’t do anything to help (the general feeling is: what’s the point? and, what a waste of time). Possibly an explanation of why there is a requirement to do them would be useful.​

Answer from Lorraine Shorter, Health and Safety:

We want to check that the PGR is referring to Course: Basic Health and Safety at The Open University which is the one they are asked to do as part of Compliance training.​

Full-time PGRs have to do ‘Healthy Working Plus’ (Cardinus – 3rd party Display Screen Equipment module) but Part-time PGRs don’t (an invitation was sent out in error last year).​

PGRS to note part-timers are still regarded as ‘employees’ of the university.  This needs rewording to say Staff and Students.

GDPR is relevant to everybody as is Prevent training and Equality Essentials and Safeguarding.  It’s part of legislation and is a legal requirement.  Also PGRs to note that things do change in the training so worth doing.

Action: Clare to investigate and ask My Learning Centre to update their emails.

Healthy Working Plus training, was sent out in error.   It was annoying to keep getting reminders even though it was not relevant to part-timers. 

An explanation of Mandatory training and why we need to do it is available here:  Compliance training for PGRs | Graduate School Network

Action: Helen Bowes-Catton to consider revising text about Compliance training to confirm to why it’s necessary. Consider asking Rebecca/Melanie to meet with Lorraine Shorter to consider what part-timers need to do for compliance training.

Question 2 - Is it possible to release the dates for the PGR conference as soon as they are known/as early as possible, so that part-timers who are far away can try and get the best value travel and accommodation possible. ​

We first need to gather the names of PGRs who are interested in organising the conference – this is a Graduate-school funded, PGR-led initiative. Formerly led by Lauren Rose and Sahil Mathur with contributions from other PGRs, we need a new team! Please email [email protected]  in the first instance.​

Questions sent in advance – WELS

Question 1 - “I have a question which affects a number of neurodiverse students I have spoken to. When students are struggling, supervisors and faculties tend to recommend a study break, but this means research has to stop. Someone has mentioned accommodations, working at a pace that is sustainable (but not having to go part-time) and then having more time to complete. Something not many of us have heard about. Where can we find a detailed explanation of how to request accommodations and what these look like for students with health conditions which can affect their ability to work in the same way as their neurotypical peers.”

Clare advised that this depends on 2 things; firstly, the rate that the student can study at and secondly, to remember that the stipend is fixed and doesn’t change, regardless of whether student is studying full-time or part-time. Please come and talk to the Graduate School about what options there might be and how we can support you.  We treat each case individually.  It’s important that the student has discussions with the Disability Support Team and their supervisors.  Information can be found in the Regulations. 

Action: Emily – Graduate School to put further text in the ‘Advice by Stage’ document.

On PGRM on the study break field, you can add text in the notes on to say that it’s an accrued study break. Any study break needs to be Certified, Graduate School will need evidence of a registered disability or long-term health condition.  Referral letters count as evidence.

Action – Jane Wilson/Research Degrees Team to improve the Guidance.

Question 2 - “I want to know if the Graduate School can increase support to help PGRs get a job after the PhD. The teacher training offered currently by both the grad school and WELS is not sufficient experience to get a lecturer position. Unlike in other universities, we are not fast-tracked into AL positions and due to the nature of the OU it’s difficult to get teaching experience. Help with CVs, how to write funding bids, postgraduate teaching qualifications offered alongside the PhD, an advantage for being an internal when it comes to applying within the OU, networks with other unis, etc. would all be really helpful and I think should be offered to all PGRs.

I hope that makes sense. I guess the question is please can we have additional support for PGRs to get a job after the PhD?”

“With respect to the GS Teaching sessions, we include an exercise that PGRs could include in an AFHEA claim and although we’re aware that there is no current funded scheme for PGRs, we suggest that PGRs have a discussion about making a claim with their supervisors/ faculties. We note in our GS  Teaching training   sessions that PGRs could write online materials as part of their claim and this could help them in their academic careers in future ( support and suggestions for this from our publishing with Open Learn  OMIL session and the 6 week course of preparing online materials  Writing for OU Module Production.

We note in our training sessions that experience in the Faculty teaching schemes and preparation of online teaching resources in 2025, could be an advantage.”

The GSN has some information (under ‘Support’ > ‘Career guidance’):​

Guidance for managing your career | Graduate School Network​

Graduate School Training Events : Haplo cover:

• Teaching sessions
• Career notes session - A range of OU alumni in various roles give careers advice.  Some are in academia; some in Industry.
• Careers advice session (Rebecca Boyd) in session “How to make money from your research”
• Will an internship during my PhD help get me a job?

Across the Faculties:

• FBL: Research career Planning, CV writing and applying for jobs - Nicoleta Tipi
• Arts, humanities and social sciences :Academic careers: how to write CVs and cover letters - Ursula Rothe
• STEM:  The Faculty has recently launched a new initiative: STEM Early Academic Research Career Hub (SEARCH), which aims to bring together early career researchers, including postgraduate research students who are near completion, to learn, share, connect and collaborate. The Hub will be a primary point of information related to training opportunities inside and outside of the Faculty. Two of the sessions currently offered include:
  • Careers in academia: grant writing and postdocs
  • Using rejections positively

The Research Career Development team:​

Research Career Development | Institute of Educational Technology, The Open University​

“This is an interesting point, and we have just set a meeting to discuss future work plans with the RCD team and Professor Lindsay O’Dell. We are holding an event on the 26 February “Developing your flexible research career”, and they would be welcome to attend as the session will focus on the transferability of research skills. We hope this will become part of the RCD offer of training modules.”​ The 26th Feb event is really for PGRS who are nearing the finish of their PhD and will focus on job opportunities outside of academia.

 ​Career team​

You can book an appointment with the team.​

Website: RCD and Curriculum Resources | learn3​

Action: Jude to speak to Rebecca Boyd to look into what more we can do.

Query as to how PGRS can plug into modules as a Teaching Assistant for instance?  Suggestion that PGRS could ask an external supervisor (if you have one) for teaching experience at their institution.

Query as to whether a role be created to give PGRS experience?

Clare suggested that PGRS ask supervisors whether PGRs can craft a module or pose TMA questions, but there is nothing formal in place.

Query as to whether a PGR could put together an OpenLearn course?  Yes, it’s possible, it’s on the Opportunities page of the GSN: Teaching opportunities | Graduate School Network

Suggestion that there might be an opportunity for PGRs to run training/teaching sessions to other PGRs to get some experience?  For example, a PGR might have knowledge of a database, or something specifically related to their research that they could teach others about?

Suggestion that PGRS should be given the opportunity to deliver sessions to undergrads too. If a sequence of sessions could be run.

Action: Jude to look into this.

Link to WELS teaching resources which weren't included in our slides: WELS PhD Home: Career

FBL also runs a teaching scheme for their PGRs which can support the route to AFHEA accreditation. 

Additional Questions from WELS (Jurgi Giraud)

Workstations for PGRS in Library – with provision for computers – docking stations

Emily has spoken to the Library, but we need more detail from PGRS as to what is needed.  Do they want office space or desks/docking stations in the public area of the library.  Clare will raise this in her meeting with the Library Director next week.

PGRS would like something in the public part of the library with a docking station.

Is it possible for the Library to be open after 5.00pm?

Clare advised that it depends on demand.  We need to know which days and what hours are being requested so that we can put a case forward to Security.  To note that the PGR Student Common room is open 24/7.  PGRS need to tell Security if they are working late: Lone Working App (SafeZone)

Query as to how to get refreshments out of hours. 

Suggestion we could ask Estates if the Starships could come onto campus – or deliver to just outside the campus gates.

Action: Graduate School to request refrigerated vending machines with sandwiches in to be placed in the Hub for out of hours.

There is a self-service fridge in Berrill which is open Monday – Friday but closed at 4.00pm on Friday.

Action Graduate School to put in a Digest about where amenities are and what’s available.